De Anza OU Migration Project Meeting Minutes

May 24, 2016 10-11 am

Attendees: Micah Roark remotely; Alex Harrell,  Larry Ching, Chien Shih, Mahmood Hasan, Chris Dubeau, Linda Koyama 

1. Future Project Meetings
   1. It was decided to change the meetings to monthly.
   2. We will invite Micah to join us on an as needed basis.
   3. Next meeting:  June 14th
2. Next steps
   1. SSO is ready for testing.  We will start testing it in June.
   2. Certification of data
      1. We need to certify that 100% of the data was successfully migrated from SaaS to Enterprise.
      2. The De Anza web team will create a small pilot group of faculty testers who can log into their webpages and verify the transported data and permissions migrated successfully.
      3. To test from home, faculty will need to request VPN access.  We are still waitng to hear from Sharon's group about how the new VPN provisioning will be done and when it will be available.  Chien will follow up with her.  In the meantime, the faculty member or the web team can submit a ticket to request VPN access that Ryan can provide.  Currently there are almost 400 accounts total.
   3. Mapping of the current user names with their CWIDs
      1. A cross reference table or file will need to be created to match the existing usernames with their corresponding IDs.  The usernames will be then be replaced with their CWIDs (8 digit number) in OU through the API, one time only.
      2. Chris needs the file examples for the API from Vinit.  Micah will follow up with Vinit.
      3. Chris will set up a meeting with Vinit to go over the process, and will try and update one to test.  At the same time, they will test converting the group name.

III.  Other concerns

1. Role based users:  Occasionally, the Web Team creates generic, role based accounts.  How do we preserve their ability to log in when they do not have an assoicated CWID?  The Web Team will work with ETS to create generic log ins that have passwords that change every quarter.  
2. New group that corresponds to the new user:  Currently when a new user is created, a group containing that one user is also created with the same name.  Larry would like to know if the group names can be changed to reflect the CWID instead of the original user name?  Chris will follow up with Vinit to see if this is possible.  Micah will find out if it is possible to add individual users to a larger group instead of adding the individual groups that contain individual users.

IV.  Go live schedule

1. Targeted sometime in August
2. Pre-roll out meeting in July